Updated 4/2008
I. Name
This document shall be called the SSU Elections Code.
II. Authority
This code is established under the authority of Title V of the Education Code and is adopted by the Associated Students, Inc. (ASI) and Sonoma State University (SSU).
III. Purpose
The purpose of the Elections Code is to administer all SSU campus student elections, either advisory or binding; insure fairness of the election process, and the adherence to the elections regulations.
All elections (excluding run-offs) must be held no sooner than three weeks into the semester and no later than three weeks prior to the end of semester. Elections may only be held when regularly scheduled classes are in session. No more than one election per semester, with the exception of recall elections.
IV. Elections Committee
There shall be an Elections Committee, under the supervision of the Center for Student Leadership, Involvement & Service (CSLIS). This committee shall consist of:
A. Commissioner (Chair):
1. Shall be selected by the CSLIS, preferably during the fall semester, but no later than the first full week of the spring semester.
2. Shall be removed prior to the end of his/her term only by the Elections Advisor.
3. Shall chair the Elections Committee, hold regularly scheduled meetings, and keep records of meeting issues and attendance.
4. Shall be a voting member of the Elections Committee.
5. The Elections Commissioner shall set the timeline for every election.
6. Shall issue fines, by written notification, to candidates for violations of the election code.
7. Shall disqualify candidates from the election, by written notification, for violations of the elections code.
8. Shall hire all poll workers and insure that poll workers are instructed in proper elections procedures and that they will be fair and impartial. Organizations shall be solicited to assist in staffing the polling areas. Any payment for this will be considered a donation to the organizations account. Under no circumstances may individuals be monetarily compensated for the time spent staffing the polling areas.
9. Shall insure that polls are always staffed and supervised.
10. Shall supervise the printing and transportation of the ballots.
11. Complaints of bias or failure of duty by Elections Committee members or the Elections Commissioner will be forwarded to the Elections Appeals Committee.
B. The Elections committee shall consist of up to 7 students at large selected by the Commissioner. They shall:
1. Not be employees or board members of ASI.
2. Not be a candidate for any office or seat
3. Members of the committee cannot be active in any candidate's campaign or issue to be voted on.
4. Must attend all Election Committee meetings.
5. Members must conduct themselves in a manner that is fair and impartial to all candidates and issues.
6. Partisan election materials of any kind may not be worn by persons having to do with the administration of the election process; counting of ballots, working at the polls, or working in an election area.
C. The Elections Committee shall:
1. Administer and interpret the SSU Elections Code as adopted by the ASI and the University.
2. Establish the time, place, and regulations for the election polls.
3. Publish election regulations and qualifications for the current election, and make them available to all interested students.
4. Prepare the election packets and assist the CSLIS staff in the distribution and collection of qualification sheets for all candidates, for all elected offices.
5. Supervise and manage the polls at each election. The Elections Committee shall make a concerted effort to enable evening students the opportunity to vote.
6. Count ballots in an expeditious fashion under the supervision of the Elections Advisor.
7. Post election results as soon as they are known. This posting shall include the number of votes received by each candidate.
8. Report on any violations of the Elections Code, whether submitted by a member of the committee, or any student, to the Elections Review Board.
9. The Elections Committee and Commissioner shall be free and independent of influence or input; however, the Elections Commissioner will issue periodic written reports to the CSLIS detailing any official actions taken by the Elections Committee or Elections Commissioner (such as name and number of candidates running, hiring of poll workers, fines issued, etc.). This report will be available to all interested parties.
V. Elections Appeal Committee
A. The Elections Appeals Committee:
1. Shall consist of: One student member (Chair) appointed by the Vice President for Student Affairs (VPSA), one staff member appointed by the VPSA; and one faculty member appointed by the Chair of the Academic Senate.
2. Each member shall have one vote and shall be available for hearings during the course of the general and run-off elections.
B. The Election Appeals Committee shall:
1. Rule on all elections related appeals of fines or disqualifications of candidates from the election.
2. Take appropriate action as defined by Section XII of the Elections Code.
3. All decisions of the Elections Appeals Committee will be final.
4. Upon receipt of a written Request for Appeal by a candidate the Election Appeals Committee will investigate the violation and finding of the Elections Commissioner. This will include hearing from the candidate requesting the appeal, the original complainant, the Elections Commissioner and any witnesses.
VI. Resignations/removal
Resignations from the Elections Committee must be submitted in writing to the Elections Commissioner (or, in the case of the Commissioner resigning, the CSLIS). Removal of Elections Committee members by the Commissioner must be based on failure to comply with Section IV.B.
VII. Qualifications for candidacy
These requirements apply to all student positions elected by the general student population.
A. All candidates must meet CSU qualifications for candidacy.
B. All candidates must fill out an application by the deadline.
C. All candidates must attend both mandatory candidates’ orientations, date and time to be set by the Elections Commissioner. At the conclusion of the orientation meeting, the candidate shall sign a statement that he/she has read and fully understands all provisions of the Elections Code and related materials issued with the application form, and confirm his/her intentions to run. Under unusual circumstances candidates may request an alternative meeting time with the Elections Commissioner. A request must be submitted in writing at least 48 hours in advance of the mandatory meeting.
1. Candidates who fail to appear for the meeting or properly submit a request for an alternative meeting will be automatically disqualified from the election.
D. All candidates must post a refundable $50 bond to cover potential fines. Bond money is to be posted when the petition for candidacy is submitted to the CSLIS.
E. ASI Senate candidates must be of the constituency of the position.
VIII. Vote requirements
A. In all elected executive offices, a candidate must receive an absolute majority of the votes for the office in question (i.e. 50 percent plus one of the total votes cast for that position).
Voters will rank candidates in order of choice (1, 2, 3 and so on). If a candidate receives an absolute majority of first place votes, that candidate is elected.
If a candidate does not receive an absolute majority of first place votes, the candidate with the least number of first place votes is defeated and all the ballots are counted again. This time each ballot cast for the defeated candidate will be counted using the next choice candidate listed on the ballot as the vote. This process of eliminating the last place candidates continues until one candidate receives an absolute majority of the votes.
In the event that only one candidate is running for office, a "first choice" and a "none of the above" option will be given to the voters. A candidate must receive an absolute majority of "first choice" votes to win office.
B. For all other candidates running for office where more than one seat is available, the candidate must receive 1/3 +1 of the votes cast for that office to be elected to the office.
Voters will rank candidates in order of choice (1, 2, 3 and so on). If a candidate receives 1/3 + 1 of the first place votes, that candidate is elected.
Once a candidate is elected, ballots indicating the elected candidate as the first choice will be counted using the next choice candidate listed on the ballot as the vote. A weighted counting system will be utilized to count the next choice candidates.
C. ASI offices that only have one seat available and are not ASI executive offices will follow the balloting and counting procedures outlined in VIII, A.
D. Candidates are eligible to request a re-count of ballots, provided the difference is less than 10% of the total votes for that office. Requests for appeals must be submitted with in 24hrs of results.
IX. Polling place requirements
A. The polling places for elections shall be easily accessible to all students.
B. The polling places shall be equipped with recycling receptacles for all campaign materials.
C. The polling places shall be open from 9:00 a.m. until 7:00 p.m. each day of the election.
D. There will be at least two polling precincts, one for commuter students and one for residential students. Separate voter rosters (commuter; resident) will be maintained for each precinct.
E. All elections shall be held on at least two (2) consecutive days during the regular academic year the campus is in session except Friday, Saturday and Sunday.
X. campaign requirements
A. Campaign materials or activities must be used or take place only during the time specified by the Elections Committee.
B. Candidates may post only in locations approved by the Elections Committee. Poster size may not exceed 11" x 17". The distribution of flyers or handbills must conform to University requirements.
C. All campaign materials must be submitted to and approved by the Elections Commissioner or the Elections Advisor PRIOR TO DISTRIBUTION. A copy of each poster and flyer will be submitted to keep on file. When it is not possible to submit a copy of:
1. Campaign material, such as a button or t-shirt, then a detailed description must be submitted. Use of unapproved materials is prohibited and will result in fines and or disqualification from the election.
D. No campaigning, posting, or distributing of campaign materials may take place within 100 feet of the election poll.
E. The time of the election and the location of the polling place must be posted in at least three (3) areas on campus and in the student newspaper by the Elections Committee no later than two (2) weeks prior to the election date.
F. An election statement will be published by the Elections Committee for the campus community. This statement will be submitted on a specified computer disk and program along with a hard copy at a date set by the Elections Committee.
G. Defacing, mutilating, carving up or removing other candidate’s campaign materials is prohibited and will result in fines or disqualification from the election. It should be noted that the candidate is responsible for the actions of his or her supporters and does not have to be caught personally for fines to be levied. Those making complaints against candidates must be able to present proof at a hearing of the Elections Appeals Committee.
H. No amplified music or speech is permitted.
I. Candidates cannot use University staff, offices, supplies, equipment and other resources including the Associated Students Inc., Associated Students, Inc. Productions and Student Union and other campus offices with the exception of computer labs and the Student Union Copy Center at their own expense.
J. Candidates must remove all campaign materials from the campus within 72 hours of the end of the election; failure to comply will result in forfeiture of bond deposit.
K. On Campus Posting: Flyers must be approved by the Elections Commissioner or Advisor and then approval stamp must be obtained by the Elections Commissioner.
1. Candidates may post only on general bulletin boards that have a blue ‘Do Not Post’ sign.
2. Permission from specific departments is required for posting on Department
boards.
3. Use only thumb-tacks. DO NOT use staples.
4. NEVER take down another flyer unless it is out of date.
5. NEVER cover other flyers on the boards. Rearrange flyers if necessary to
make room.
6. No more than one flyer per board.
L. Campaigning activity NOT allowed:
1. Placing flyers on motor vehicles.
2. Posting campaign material over another candidate's material.
3. Removing another candidate's material when posting one's own.
4. Saturating any one area with one's own publicity.
5. Advertising or campaigning that interferes with classroom instruction without
the consent of the instructor.
M. Signs
1. Campaign Signs will be allowed only on grass, covered areas on campus, and may not exceed the size of 3'x3' (three feet by three feet). Elections Commissioner or Advisor must approve display areas
2. Candidates running for ASI Executive Office may post two 4’x8’ signs in an area designated by the Elections Committee.
N. Table Tents: Table tents for candidates will not be allowed in any campus facility. The Elections Committee may publish some table tents to promote the elections in general.
O. Chalk: Candidates must submit an intent to chalk form (obtainable by CSLIS) and abide by all chalking rules.
P. Residence Halls: Campaigning in the Residential Community must conform to Residence Hall policies. This includes the following:
1. Up to 20 flyers may be submitted to the Office of Residential Life for approval
(after approval by Elections Commissioner or Advisor). Posting flyers with approval stamps from other departments DOES NOT warrant approval in the Residence Halls areas. Posting on walls, poles, benches, fences, balconies, doors, or windows is forbidden, with the exception of individuals' inside windows in their private residence.
2. No "Dorm Storming." As a candidate you may not solicit door-to-door within the residential community, unless otherwise indicated by the Elections Committee. ANY commercial solicitation whether in person (knocking on doors, door hangers, etc.) or by phone is prohibited within the Residential Community.
3. Individual publicity may not be put in student mailboxes.
Q. All instances of tabling must adhere to campus policy. Tabling policies may be obtained from the CSLIS.
XI. campaign expenses
A. The campaign expenses per individual candidate for any executive position shall not exceed $300.00. The campaign expenses per individual candidate for any representative position shall not exceed $200.00. The use of private and/or on-campus office services, equipment and materials (copiers, button makers, banners, photographs, graphic designers) will be assessed at fair market value (fair market value is understood to mean the typical retail value of a product or service, whether or not that much money was spent).
B. Candidates will submit an itemized expense list including receipts, bills, etc. as per Elections Committee requirements. Reports must be submitted by the first day of campaigning. Additional expenses incurred must be submitted in writing with 24 hours of the purchase. The Elections Committee shall investigate all violations and potential violations. Candidates are responsible for expenses of supporters incurred on their behalf.
C. Candidates who falsify or incorrectly report campaign expenses will be subject to fines or disqualification from the election.
xii. violations
A. All alleged campaign violations should be signed by the complainant and submitted, in writing within 1 business day, to the Elections Commissioner or Elections Advisor for investigation.
B. Proven violations of the Elections Code will result in a fine or disqualification from the election. The money from fines will be deducted from the candidate’s bond money. Candidates must supply an additional $50 bond within 24 hours following the exhaustion of the original bond. Non-payment of the bond will result in a candidate's removal from the election.
C. All fines will include a written notification within 2 hours of the decision from the Commissioner of the specific violation and a warning for future conduct. Fine results will also be posted in three public locations on campus and submitted to the STAR. All income from fine collections will be reserved in the Elections Account and used for the following year's election expenses (advertising, publication of election packets, etc.).
D. Any candidate who accumulates three or more fines or does not comply with conditions stated in written fine notification will be disqualified from the election.
xiii. public addresses
A. Meet the Candidates
1. Meet the Candidates will provide the students of Sonoma State University
with an opportunity to hear the political platforms of the candidates in a non-debate format.
2. Meet the Candidates will be held in the campus quadrangle, weather permitting, or in the Commons from 12:00 - 1:00 p.m. on a date to be determined by the Elections Committee. There will also be a forum in the Residential Community on a date and time specified by the Elections Committee.
3. Speakers order will be determined by lot, with the candidates for executive office going first followed by the candidates for representative.
4. The amount of time each candidate shall have is to be determined by the Elections Committee.
B. Candidate Debates
1. The Candidate's Debate is designed to provide a forum for the candidates to
debate important campus concerns before the student body.
2. Candidate Debates will be held in the campus quadrangle, weather permitting, or in the Commons from 12:00 - 1:00 p.m. on a date to be determined by the Elections Committee.
3. Order of the debate will be 1) Internal Vice President, 2) University Affairs Vice President, 3) President, 4) Treasurer.
4. If time permits, other candidates will be allowed into the debate format.
5. Each candidate will have the opportunity to answer and rebut each question. Questions will come from the audience, written on cards and chosen at random. The number of questions asked would be determined by how many candidates need to speak.
xiv. special elections
A. RECALL ELECTIONS
1. A recall election shall take effect when a petition is submitted to the Center
for Student Leadership, Involvement & Service. This authorizes the Elections Committee to begin election procedures.
2. All elected officials of the Associated Students Inc. are subject to recall by their respective constituencies. Upon presentation of a petition bearing ten percent (10%) of the constituent's signatures, a special recall election shall be held.
3. All recall elections must be held between twenty (20) and forty-five (45) days after receipt of petition.
4. Office holders facing recall and those organizing the recall must adhere to all campaign regulations of the Elections Code.
5. Only those members of the office holder's constituency shall vote.
6. The ballot for the recall election shall be worded as follows:
a. "Shall (office holder) be recalled from the office of (office)
_____Yes ______No.
7. If a majority of those voting vote "YES," then the office holder shall be removed from office immediately upon the announcement of the results. If a majority voting votes "NO," then the office holder shall be retained in office and shall not again be subject to recall for at least 60 days.
xv. referendums
A. There shall be 2 methods of proposing an issue referendum to the voters.
1. An approving vote of at least two – thirds (2/3) of the Senate will place an item before the voters
2. Submission of a petition signed by ten percent (10%) of the student body to the Senate will place an item before the voters
B. Issue Referendums must be submitted to the Elections Commissioner at least three (3) weeks prior to the election or as determined by the Elections Committee.
C. Students who organize petition drive to place referendum issues on the ballot will be required to follow the rules and procedures of the Election Code, as do the candidates. Therefore the Election Code will apply to these students as they do to candidates that run for office. A student or group of students will be designated as the responsible party required to adhere to the Election Code as far as posting, campaigning, and violation consequences.
D. An issue referendum will be considered approved by a simple majority YES vote.
Results of the vote shall be posted in three (3) public places on campus.
E. Fee Referendums may be placed on the ballot at the direction of the President of the University.
* All Revisions made to the code have been approved by:
ASI Senate, SSUC Board of Directors, Elections Advisor, Elections Commissioner, & SSU President 11/2008.
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